Odoo and Belgian Accounting

Odoo and Belgian Accounting: VAT, PEPPOL, and Electronic Invoicing

Odoo is based in Belgium, and its accounting module is one of the best suited to meet Belgian legal requirements. Chart of accounts PCMN, VAT rates, native PEPPOL, periodic declarations: this is what it really covers and how it works.

When choosing an ERP for a Belgian SME, the question of accounting compatibility is often the first one asked by managers and accountants. Odoo has the unique advantage of being of Belgian origin itself: its accounting module is developed with direct knowledge of Belgian legal requirements, and it is updated with every regulatory change.

This article is aimed at both SME managers who want to understand what Odoo covers in terms of accounting, and accountants or fiduciaries who wish to concretely assess what the software manages natively.

The Belgian Chart of Accounts (PCMN) natively integrated

The Belgian Minimum Standardized Chart of Accounts, the PCMN, is the basic structure of all business accounting in Belgium. Odoo integrates it natively in its Belgian localization. When you install Odoo with the BE localization, the accounts are preconfigured according to the PCMN: account classes, codes, labels, and associated tax behaviors.

This means you do not have to manually recreate your chart of accounts. You start with a compliant structure and adjust it according to your specific needs. It is possible to add new accounts, modify labels, or create analytical sub-accounts, but the base is already there and compliant.

An important point for SMEs working with a fiduciary: the Odoo chart of accounts is exportable in standard formats (Excel, CSV) and balances can be sent to your external accountant at a frequency you define. Odoo is not a closed accounting software; it integrates with your fiduciary's tools.

The Belgian localization of Odoo includes the preconfigured PCMN. The initial setup is one of the first steps in an Odoo project in Belgium.

Belgian VAT in Odoo

When you activate the Belgian localization, Odoo automatically creates the default Belgian taxes. You do not have to configure them manually. They cover the applicable rates:

• 21 %: standard rate, applicable to most goods and services
• 12 %: intermediate rate, social housing and food served in restaurants
• 6 %: reduced rate, basic goods (food, water, books, medicines)
• 0 %: exempt operations or outside the scope of VAT

Each tax is linked to the grids of the Belgian VAT declaration. When you record an invoice with a given VAT rate, Odoo automatically allocates the amount to the correct box of the periodic declaration. This direct link between accounting operations and tax declarations is one of the strengths of the Belgian localization.

The Belgian discount rule

Belgium has a specific rule regarding discounts and rebates. When a discount is offered on an invoice, VAT is calculated on the total discounted amount, regardless of whether the customer benefits from the discount or not. Odoo manages this rule natively in its Belgian localization through the "Always (on invoice)" setting in the tax reduction configuration. This is a technical detail that may seem minor but can generate tax errors if not properly configured.

Partial deductibility for cars

VAT on company vehicles in Belgium is limited to 50% deductibility in most cases. Odoo incorporates this rule through a specific tax created by default in the Belgian localization (the "21% car tax"), which automatically applies the correct deductibility pro-rata when encoding invoices related to vehicles.

VAT declaration and Belgian reports

In Odoo, the periodic VAT declaration is automatically generated from the transactions recorded during the period. You can access it via the Accounting menu, then Analysis, then Statement Reports. The report displays the amounts by box according to the official Belgian grid.

Odoo generates the XML file compatible with Intervat, the platform of the Belgian tax administration for submitting VAT declarations. You prepare the declaration in Odoo, export the file, and submit it via Intervat. The VAT declaration is not filed directly from Odoo, but the file is ready to be imported without reprocessing.

Beyond the VAT declaration, Odoo also manages:

• The annual listing of taxable clients: the statement of Belgian clients subject to VAT to whom you have invoiced during the fiscal year, mandatory in Belgium for B2B transactions
• The Intrastat declaration: for companies that engage in intra-community exchanges of goods with other EU countries
• Specific reports for Belgium: Odoo's accounting reports have a "BE" version that applies Belgian regulatory formats and presentations

The VAT declaration in Odoo is automatically prepared from the transactions. The Intervat-compatible XML file can be exported directly.

Native PEPPOL in Odoo: what changes from 2026

As of January 1, 2026, all Belgian companies subject to VAT are required to issue and receive their B2B invoices via the PEPPOL network, in the structured UBL 2.1 format compliant with the Peppol BIS Billing 3.0 standard. A PDF sent by email is no longer compliant with this legal obligation, even if it still looks like an invoice.

Odoo itself is a PEPPOL access point. This is a significant advantage over other software that requires going through a third-party tool (like Billit or Falco) to access the network. In Odoo Enterprise, sending and receiving invoices via PEPPOL is included at no additional cost per document and without volume limitations. Odoo offers free and unlimited PEPPOL access.

How to activate PEPPOL in Odoo

Activating PEPPOL in Odoo is done in the Accounting module, in the customer invoice journal settings. Two formats are available: E-FFF (the Belgian XML format) and Peppol BIS Billing 3.0. For Belgian B2B transactions subject to the legal obligation, Peppol BIS 3.0 applies.

In order for your invoices to be transmitted correctly via PEPPOL, you must provide each client's PEPPOL identifier on their record. In Belgium, two directories are possible:

• The Belgian VAT number(format BE0xxx xxx xxx) for VAT-registered businesses
• The BCE enterprise number(code 0208) for non-VAT entities that still wish to be reachable on PEPPOL

This configuration can be done in bulk via an Excel import if you have many clients to update, which is usually the case during an initial deployment.

Who is affected by the PEPPOL obligation?All Belgian businesses subject to VAT for their domestic B2B transactions. Excluded are: receipts, pro forma invoices, transactions with non-VAT clients, the healthcare sector in certain cases, and invoices issued to foreign clients. However, non-VAT entities must be able to receive electronic invoices from their suppliers.

What the Community vs Enterprise comparison changes for accounting

This is a point that deserves to be addressed clearly, as it directly influences the choice of version for SMEs that prioritize accounting.

Source:official Odoo 18 documentation

For a Belgian SME subject to VAT that wants to manage its accounting in Odoo without relying on third-party tools for PEPPOL, Odoo Enterprise is the natural choice. The license cost is often lower than the cumulative cost of the third-party tools it replaces.

The interface with the trustee or external accountant

Many Belgian SMEs entrust their accounting to an external trustee who works with their own tools (Horus Office, Bob50, Winbooks, etc.). Odoo can integrate with this operation in several ways.

The first option is to give the trustee limited access to Odoo so they can view operations, validate entries, and prepare declarations directly in the software. This approach is the most integrated but requires adaptation from the accountant.

The second option is to use Odoo for the operational part (invoicing, purchasing, inventory) and regularly export the accounting journals to your trustee's tool. Odoo can generate exports in standard formats that most Belgian accounting software can import.

La clé est de définir clairement la frontière entre ce que vous gérez dans Odoo et ce que votre fiduciaire gère dans son propre outil.This question must be asked and resolved during the project framing, before any configuration.

What Odoo does not do alone

It is useful to be precise about the limits. Odoo prepares the accounting and generates the files for the declarations, but it does not automatically submit them to the tax administration. The VAT declaration is prepared in Odoo and exported in XML, but you submit it on Intervat. The annual client listing is generated in Odoo but submitted on the portal of the competent administration.

Similarly, the annual legal financial statements (balance sheet and income statement in CNC/CBN format for submission to the BNB) are prepared in Odoo, but the formal submission remains a separate step, often carried out by the fiduciary with their own legal submission software.

This is not a specific weakness of Odoo. It is the standard operation of all ERPs on the Belgian market. Official submissions go through separate government portals that the software feeds but does not directly control.

Additional Belgian specifics to know

The certified cash register (FDM)

For restaurants, food trucks, and HORECA establishments whose restaurant revenue exceeds a certain threshold, Belgian law requires the use of a certified cash register (Black Box or FDM). Odoo integrates with certified point of sale systems that comply with this requirement. If your activity is concerned, this point must be verified during the configuration of the Point of Sale module.

SEPA domiciliation and bank statements

Odoo natively supports SEPA transfers and SEPA direct debits for automatic payments. For bank reconciliation, it is possible to import bank statements in CODA format (Belgian banking format) or CAMT.053 directly into Odoo to automate the matching of payments with open invoices.

The BCE business number on invoices

Belgian invoices must mention the BCE business number (VAT number BE) of the issuer. Odoo natively manages this field in the company settings and automatically prints it on generated invoices.

The status of invoice transmission via PEPPOL is visible in real-time in Odoo. An invoice sent via the PEPPOL network indicates whether it has been successfully received by the recipient.

What to remember for a Belgian SME

Odoo is very well suited for Belgian accounting. Its Belgian origin largely explains the quality of the localization: the PCMN, VAT rates, deductibility rules, reporting formats, and PEPPOL are all natively managed, without the need to purchase additional third-party modules.

For SMEs that have a PEPPOL obligation and want to manage electronic invoicing without paying per document or per transmission, Odoo Enterprise is probably the most advantageous option on the market: PEPPOL access is included in the license at no extra cost, unlike many competing solutions that charge for each transmitted document.

The key question to ask before launching an Odoo project in Belgium is about the interface with your accountant. If your accountant is willing to work directly in Odoo or accept regular exports, the project goes very well. If your accountant is attached to a process that does not easily integrate with Odoo, it is better to clarify this point in advance rather than discovering it after going live.

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